Every event has a deadline - your operations should keep up
Live events AV companies managing crew, equipment, logistics and client expectations across multiple simultaneous events need a platform built for the pace of the industry.
Operations management for live events AV companies
Live events AV is one of the most operationally demanding sectors in the industry. Equipment needs to be in the right place at the right time, crew need to be briefed and in position, and there is no opportunity to fix mistakes after doors open.
Zigaflow gives events AV companies the scheduling, logistics and job management tools to run multiple events simultaneously without things falling apart.
- Most UK live events AV companies operate with 5-30 staff, scaling heavily with freelancers for peak seasons.
- Equipment rental, crew hire, and technical production are often quoted together as a single project package.
- Turnaround on event quotes can be under 24 hours, creating pressure on accurate pricing and availability checks.
- Seasonal demand spikes around corporate awards season and summer festivals strain scheduling and cash flow.
- Disconnected spreadsheets for kit tracking, crew scheduling, and invoicing cause costly errors and lost margin.
Up and running in four simple steps
Enquiry Capture and Brief Intake
Event enquiries arrive via email, website forms, or direct client calls, often with tight response windows and incomplete technical briefs. Details such as venue, event date, AV spec, and crew requirements are logged centrally against the client record to avoid information being lost in inboxes.
Quote and Proposal Build
Quotes are assembled from a product and equipment library covering line items such as LED screens, PA systems, lighting rigs, and day rates for technicians and project managers. Branded proposals are sent to the client with itemized costs, terms, and optional package variations for approval or negotiation.
Project and Crew Scheduling
Once a quote is accepted, the confirmed job triggers resource allocation covering equipment availability, vehicle logistics, and crew assignment across build, show, and de-rig days. Job sheets and call sheets are generated from the confirmed order so all departments and freelancers work from the same up-to-date plan.
Invoicing, Payment, and Sync
Invoices are raised against the original quote, with deposit schedules and final balances tied to event milestones to protect cash flow on high-cost productions. Completed transactions sync to accounting software such as Xero or QuickBooks, keeping VAT records clean and reducing manual reentry at month end.
Want to map out the exact workflow for your business?
Build your workflow free →The problems we solve
Built specifically for your industry - Zigaflow tackles the operational headaches that generic software ignores.
Equipment scheduling across multiple events clashes
The same equipment gets double-booked for overlapping events. Without a central equipment register with job-level allocation, clashes are only discovered when it is too late.
Zigaflow job management tracks equipment allocation across all active events. Clashes are visible before they become crises.
Works with your existing tools
Guides written
for your sector
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Explore →Ready to grow your Live Events & AV Production business?
Join hundreds of businesses already using Zigaflow to streamline their operations.